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Hey! Pay attention to my E-mail!
By Michael BlackstockDo you feel like you’re shouting in a crowd when you send an e-mail to
someone who may be getting 100 messages a day? The technology boom has given us new
communications tools, including e-mail and mobile phones, but many workers feel they are
not being heard. They say they’re overwhelmed with e-mail. They complain that a
colleague they e-mailed hasn’t replied or misunderstood the message. Poor
communication can cause disputes.
Information-age workers compete in a fast-paced environment for the attention of their
colleagues, clients and managers, who can assist, support, empower and reward their
efforts. A smart competitor uses sound communication principles to get attention in the
crowd. Crafting your message so it’s easily understood will help you build a
reputation as a clear, effective communicator and your audience will be more inclined to
listen to you.
These tips can help you get readers to pay attention to your e-mail:
- Communicate a clear purpose for your message. Use the subject line to say
if you’re requesting a decision, scheduling a meeting, providing a heads up or just
an FYI
- Have a single purpose for each message.
- Avoid overusing carbon copying (cc). People who are cc’d often
wonder if they need to respond. If you want readers to take action, address them as part
of the main audience.
- Follow-up important messages to ensure the addressees received and
understood them. It’s dangerous to simply assume that they did.
- Use more than one method of communication. If you send an e-mail,
follow-up with a phone call.
- Ask your colleagues if they generally prefer e-mail, phone, face-to-face,
or formal correspondence and ask them how to get their attention in an urgent situation.
Use these suggestions to craft your communications and soon
you’ll find you’re no longer shouting in a crowd. |
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